Transcript Document
Georgia Student Finance Commission GAcollege411 Transcript Exchange: The GPA Calculation at GSFC and the Data Verification Feedback Loop to the High Schools For the 2007 GSIS User Group Conference in Savannah, Georgia Presented By: David Lee, Margaret Betzel, Demi Fogle, Bob Lahl What is the Feedback Loop? The Feedback Loop is the interaction between GSFC and local schools that is designed to ensure accuracy in HOPE GPAs. What is the Feedback Loop? Data Collection Screens Georgia Standard High School Transcript Independent Colleges Transcript Database School ID Transcript Formatting School Weighting Indicators Data Entry School Term Definitions School Grading Scale School Credit Qualifiers School Grading Qualifiers Transcript Data Extraction GPA Calculation Process Student Demographic Student Information System SIS Data Extraction Student Academic Status Student Course Record Student Test Record GPA Data Extraction School Weighting Indicators School Term Definitions School Grading Scale School Credit Qualifiers HOPE-Eligible Feedback Loop School Grading Qualifiers Student Academic Status Student Course Record HOPEEligible Student List What steps are included in the Feedback Loop? There are 7 steps in calculating accurate HOPE GPAs: 1. School fills in the profile data and sends transcript data through the Counselor Center at http://counselor.xap.com/ 2. School releases transcript data to GSFC. 3. GSFC downloads School Profile Data and Transcript Data from the Counselor Center. 4. School Profile Data and Transcript Data go through Data Analysis at GSFC to determine the completeness of the data. If the data appears incomplete, GSFC will contact the schools to make the appropriate corrections. 5. Once data is corrected through Data Analysis, GSFC will calculate HOPE GPAs for the students and generate 5 reports for the schools. 6. Schools will review the reports. If the school discovers errors in the data, the school must correct those errors in the transcripts or in the School Profile. If the correction is in the transcripts, the school must re-upload and re-release the data to GSFC. This process will be repeated until the school determines that the data is accurate and complete. 7. Once the data is accurate and complete, the school must verify the Eligible Student Report and the Ineligible Student Report through STARS. Students will not be able to receive the HOPE Scholarship until the reports are verified by the school. Feedback Loop Reports • High Schools will be able to access 5 reports through STARS. These reports will be: • HOPE Eligible Students Report- a list of students whose GPAs qualify them for the HOPE Scholarship • Ineligible Students Report- a list of students whose GPAs do not qualify them for the HOPE Scholarship • Detailed Student Calculations Report- a report containing detailed information on how the students’ GPAs were calculated using the school’s information. This report should be used to verify that the correct information was sent to GSFC • Error Report- a report containing the errors that appeared in your data. These must be fixed by the school. • School Rules Report- a report containing the information from the School Profile that each school provided at the XAP Counselor Center and was used to calculate the HOPE GPA Feedback Loop Reports How long will it take to get the reports once I release my transcripts to GSFC? • GSFC will not begin releasing reports to schools until mid- to lateFebruary. Schools will be notified of an exact date in the near future. • Once GSFC begins releasing reports, if a school submits and releases transcripts to GSFC and has completed Data Analysis, the reports will be available to the school in 2-3 days. • If a school has not completed Data Analysis, the school will not receive any reports until the school corrects its data. Feedback Loop Reports: How to access the reports Step 1: Go to the Georgia College 411 Website: http://www.gacollege411.org Feedback Loop Reports: How to access the reports Step 2: Click on the School Counselors link. Feedback Loop Reports: How to access the reports Step 3: Click on the STARS Link. Feedback Loop Reports: How to access the reports Step 4: Log-in to STARS Feedback Loop Reports: How to access the reports Step 5: Click “HOPE GPA Calculation 2007: GPA Calculation Reports” Feedback Loop Reports: How to access the reports Step 6: Choose the report that you would like to view from the list. Feedback Loop Reports: The HOPE Eligible Scholars Report and The HOPE Ineligible Report: Verified and Unverified Reports • There are two versions of The HOPE Eligible Scholars Report and The HOPE Ineligible Report: • The Verified Report • The Unverified Report • Initially, a school will receive only unverified reports. • Once a school verifies an unverified report, the students from the unverified report will move to the verified report. • If a school makes a change in its School Profile on the Counselor Center, all students in the verified reports will be moved to the unverified report and will have to be re-verified by the school. • If a school submits a new transcript for a previously verified student, the student will be moved to the unverified report and will have to be reverified by the school. • If a school submits transcripts for students that were not previously submitted, the students that were previously verified will remain verified. The new students will be placed in the unverified report and must be verified by the school. Feedback Loop Reports: The HOPE Eligible Scholars Report Feedback Loop Reports: The Ineligible Report Feedback Loop Reports: Detailed Student Calculations Report Feedback Loop Reports: Detailed Student Calculations Report Feedback Loop Reports: Error Report Feedback Loop Reports: School Rules Report Error Reports and How to Correct Errors I’ve received an error report. What do I do? • The error report will include possible issues that need to be resolved by the school. • Each error will have an error code, which can be referenced in the Error Code Dictionary. The Error Code Dictionary will provide suggestions for resolving each error. Verification of the HOPE Eligible Scholars Report and the HOPE Ineligible Report • Once a school has determined that the data contained within the reports is accurate, the school must verify the HOPE Eligible Scholars Report and the HOPE Ineligible Report. Students will not receive the HOPE Scholarship until the school verifies the reports. • Each report can be separately verified. If a school thinks that the HOPE Eligible Scholars Report is correct, but sees errors in the HOPE Ineligible Report, the school can choose to verify the HOPE Eligible Scholars Report immediately and work to make corrections to the data in the HOPE Ineligible Report. Verification of the HOPE Eligible Scholars Report and the HOPE Ineligible Report: How do I verify my reports? Verification of the HOPE Eligible Scholars Report and the HOPE Ineligible Report: How do I verify my reports? Questions?? This presentation will be available for download from the GACollege411 Transcript Exchange Document Library at the following website: http://www.gsfc.org/main/ga411info/transcript.cfm